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The following tables reflect the recommended periods for which records should be retained by academic departments. For advice on retention by non-teaching units please contact the Records Management Office.

Retention Schedule for Departmental Offices

Key:

CAY = Current Academic Year (records should be deleted at the beginning of the Academic Year following the one in which they were created)

CFY = Current Financial Year

CAY+2 = Current Academic Year, plus 2 further Acadmic Years (e.g. a record created during the 2012/13 academic year should be held until the end of the 2014/15 academic year).

Record Group

Retention Period

Archive?

Citation

1Departmental Management

Strategy, Policy and Planning development

Superseded + 10 years

Review

JISC

Procedure development

Superseded + 5 years

JISC

Performance Management (audits, analyses, reports)

CAY + 1

JISC

Committees

Life of committee + 3 years

Review

JISC

Gaining accreditation/ accreditation

Life of programme

JISC

2Student Administration

Individual Student files inc support*

End of relationship + 6 years

Limitation Act 1980 c. 58

*Basic records of students (Name, dates of attendance, classification, records of modules taken and marks for these) are maintained by the student registry and accessible to departments upon request.

Permanent (but by Registry not by department)

Coursework

Part I
Part II
Part II modules which may be taken as part of a four year scheme
Full-time Masters
Part-time Masters

PhD thesis
* Held by Library on a longer term basis. May also be retained within department for reference purposes.

CAY+1
CAY+2
CAY+3

CAY+1
CAY+2

Graduation+1*

Examination Scripts

Part I
Part II
Part II modules which may be taken as part of a four year scheme
Full-time Masters
Part-time Masters